Administrative Assistant

Catholic Health Services Miami , FL 33196

Posted 2 months ago

Job Description:

Essential Duties and Responsibilities:

  • Assumes responsibility in the performance of management duties and functions in the absence of the Administrator as delegated by the Administrator.

  • Makes Administrative decisions in the absence of the Administrator necessary for the daily performance on the sixteen facilities and Catholic Housing Management.

  • Adheres to the policies and procedures outlined through Catholic Health Services. Has responsibility to keep Administrator's schedule knowing where to reach Administrator and staff in the event of an urgent situation or message.

  • Reviews all correspondence and independently forwards reviewed material to appropriate members of the staff.

  • Respond, independently, to correspondence as delegated by Administrator.

  • Obtains approval of the Executive Committee of the Board of Directors on expenditures in excess of $10,000 per U.S. Department of Housing and Urban Development and Sponsor's regulations.

  • Processes all necessary HUD forms for the request of release of funds from the Reserve for Replacement accounts, Residual Receipt accounts and reimbursement to the Operation Accounts of sixteen facilities.

  • Obtains and renews Certificate of Tax Exemption for the sixteen facilities.

  • Classifies, establishes files and files all correspondence, proposals, legal documents related to the management of the sixteen facilities and Catholic Housing Management with the exception of financial documents.

  • Schedules meetings for Board of Directors in accordance with By-laws and upon confirmation by the Chairman of the Board.

  • Sends meeting notices, assembles agenda items and materials; distributes agenda and related materials to Board members and staff within time frame prescribed by the By-laws.

  • Records minutes of meetings and prepares them according to legal and proper requirements. Forwards original minutes to the Secretary of the Board for approval and signature.

  • Composes resolutions adopted at the Board meetings and obtains necessary signatures.

Job Requirements

  • Processes all newly hired personnel, verifying references, obtaining payroll/personnel documentation, establishing personnel file.

  • Processes newly hired employee enrolment on the Health Plan, Pension Plan, 403b Plan and Supplemental Life Insurance.

  • Develops reviews and maintains written position description for all facilities personnel.

  • Maintains authorization records of all deductions taken from each employee's paycheck.

  • Prepares, on a bi-weekly basis, payroll for Data Processing Department verifying and posting hours as submitted on the time sheets.

  • Coordinate the Accumulative Benefit Liability Report with Managers. Notifies Data Processing of any discrepancy.

  • Processes all employees' salaries increases, changes in deductions, etc.

  • Processes Health Plan and Pension Plans changes in employees' data.

  • Maintains confidentiality of all personnel/payroll information and all sensitive material.

  • Maintains communication with managers to insure that personnel data is current and accurate.

Education and Experience:

Minimum of two year of college education and/or two years related Accounts Payable experience, or equivalent combination of education and experience.

Knowledge of Word and Excel.

Must be able to speak, write and understand the English Language.

Physical Demands/Working Conditions:

Works primarily in an office environment with moderate to loud noise level.

While performing the duties of this job, the employee is frequently required to talk, hear, sit, stand and walk; occasionally to climb stairs, reach with hands and arms, stoop, kneel, crouch, lift up to 20 pounds, pull and/or push.

Uses hands for repetitive keyboarding; requires finger dexterity and eye-hand coordination.

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Administrative Assistant

Catholic Health Services